Work Session
February 2, 2015
Present were: Mayor Grenier, Councilors Otis, Remillard, Gentili, Higbee, Rozek, Nelson and Theberge; Councilor Morgan-Allain was absent
Others present included City Manager James Wheeler, Public Works Director Michael Perreault, Housing Coordinator Linda White, City Clerk Debra Patrick, Community Development Director Pamela Laflamme, Housing/Code Clerk Brian Chevarie, Public Works Clerk Lise Barrette, and Andre Bergeron
Addition to the Agenda
Councilor Rozek moved to add a non-public session per RSA 91-A:3 II (d) Land matters; Councilor Otis seconded and the motion carried unanimously.
Sewer Jet Vacuum Truck
Mr. Perreault reported that he made the calls requested at the last meeting regarding finding a used chassis for a sewer vacuum truck. The chassis are in high demand if available and there were none available. The used chassis would cost about $70,000. If there were a unit available, the savings to the City would be about $19,300. Mayor Grenier confirmed that the cost of the new chassis is $94,700 and the remainder of the cost is additional equipment on the truck.
Councilor Rozek moved with a second from Councilor Higbee to award the bid for a jet vacuum truck to New England Municipal Equipment for $289,364. So moved, the motion carried.
Citizen Oversight Committee Nomination
Mayor Grenier commented that his nominee for the Citizen Oversight Committee for the Police Safety Vehicle backed out. He is now nominating Robin Lavertue who has a 20 year military career and has interest in serving on the committee. Councilor Theberge moved with a second from Councilor Rozek to accept the Mayor’s nomination of Robin Laverture to serve on the Citizen Oversight Committee. So moved, the motion carried. Councilor Nelson abstained.
GIS Presentation
Mr. Wheeler stated that this presentation is to demonstrate how we have been working on GIS systems to work smarter not harder. The system is People Forms that allows us to create standard forms for work that we do that can then be shared by other departments. Public Works and Housing have been working at this for 3 months or so. Mr. Perreault reported that PWD has been working on implementing a work order system. GIS is Geographic Information Systems and this gives the information in a data base a geographic coordinate.
Lise Barrette showed how a PWD service request from a citizen is entered into the system and the information gets carried by e-mail to the supervisor in a work order. Mr. Perreault noted that he wants to implement a planning day so that work is planned out for two weeks ahead of time. The system allows access to the history and it allows documents and pictures to be uploaded. Councilor Rozek asked if repetitive work functions can be programmed in and Mr. Perreault said that is being worked on.
The program gives access to forms from many other municipalities that are on the system. The forms can be amended in any way needed. The forms are not copyrighted and there is no additional fee no matter how many forms are used. Mayor Grenier asked how this streamlines the operation and Mr. Perreault responded that each supervisor has a tablet with everything at their fingertips.
Mayor Grenier confirmed that the scheduled two week work window has time built in for emergencies. He added that the work order request system can be put on the web site, once perfected. Councilor Rozek noted that the catch basin cleaning process can be added as well as the street sweeper routes.
Linda White reported that demolitions can have 25 to 30 steps and there are several properties being addressed at the same time. Brian Chevarie showed 20 properties scheduled for demo symbolized with tombstones on the map. Each property representation can be enhanced with pictures and documentation of where they are in the process. From one pinpoint all information for the location can be accessed but only the person who initiated the form can make changes to it. The next step is to work on past data for buildings that were demolished before now.
Mr. Chevarie stated that another use for the program is with the Berlin Neighborhood Revitalization Program grant money to improve 35 units. The applicants in the program are mapped and a form is completed for each. The Community Action Program are the project managers and they will not necessarily complete all the work in one building before moving on. The forms will document work as it is completed. We can see neighborhoods that have been impacted and have a good visual of what has been accomplished in the city.
Code enforcement complaints are documented in a People Form as well. Data is gathered about the properties and landlords. We are able to track building permits and attach to the map. Councilor Remillard asked if violations from the Fire Department are available and Mr. Chevarie stated that the goal is to get as much information as possible with one click.
Councilor Rozek asked for a synopsis of the objectives to be met in the next year. Mr. Wheeler replied that we will have a work order system in Public Works that is thoroughly vetted. There will be scheduled work orders and a process for receiving, submitting and closing work orders. We will use the information again in the future saving time and money.
Other
Councilor Nelson announced that the Election Committee will be ready to present their findings and recommendations at the Work Session of February 23rd.
Non-Public Session
Councilor Rozek moved to go into non-public session per RSA 91-A:3 II (d) Consideration of the acquisition, sale or lease of real or personal property which, if discussed in public, would likely benefit a party or parties whose interests are adverse to those of the general community; Councilor Nelson seconded and the motion carried unanimously by roll call.
Councilor Nelson moved to seal the minutes until the transaction is complete as releasing them would render the proposed action ineffective; Councilor Rozek seconded and the motion carried unanimously by roll call.
Councilor Rozek moved to come out of non-public session; Councilor Higbee seconded and the motion carried unanimously by roll call.
Respectfully Submitted
Susan Tremblay
Administrative Assistant
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